High- Level Specification

Functional Overview

In a typical SAP Project, budget control serves as a foundational mechanism to ensure financial discipline across capital and operational projects. When a WBS element surpasses its assigned budget threshold, based on the configured budget tolerance limits system automatically initiates an email notification to the designated Person Responsible for that WBS element.

Since SAP e-mail is old technology and is to be replaced with a Launchpad Notification. Notifications are required to ensure the Project Manager can proactively prevent overspend of the project budget and delays by timely request for supplementary budget approval. This is especially important for capex budgets which are constrained at a GBU level.

Scope and Objectives

Scope: This enhancement aims to proactively notify users of budget overruns by identifying WBS elements with insufficient budget and delivering alerts directly to their SAP "My Inbox" application. This enhancement will be applicable to all budget-controlled projects i.e. projects with project profile ZPS0001.

Objective: The key objectives of implementing this enhancement are:

    Enhanced Visibility: Notifications appear directly in the Fiori Launchpad (bell icon), where users already perform daily tasks. It reduces reliance on external email systems and avoids missed alerts.

    Real-Time Action: Speeds up response time to budget breaches, improving governance and control.

    Scalability & Futureproofing: Easier to extend with push notifications to mobile devices.

N/A

Assumptions

It is assumed that CAPEX project will be budgeted, and availability control status will be active.

The WBS element must possess appropriate system status and user statuses to enable financial postings.

Monitoring and tracking of all budget overrun events should enable notification status checks (success or failure) and the ability to resend notifications if needed.

Dependencies

Person Responsible will be maintained against all account assigned WBS elements of a capex project.

Users must have access to SAP Fiori Launchpad and My Inbox.

Security, Integrity and Controls

Effective monitoring and traceability of SAP Fiori budget notifications must be ensured for compliance standards and facilitate audit preparedness.

Configuration Requirements

The following configurations are pre-requisites for this enhancement:

1. Budget profile must be configured for availability control activation.
2. Tolerance Limit must be Configured for the budget profile.
3. Person Responsible must have SAP User ID assigned against them.

Language Requirements

N/A

Special Requirements

N/A

Design Rationale

Functional Requirements

In capital projects managed via SAP PS, budget overruns currently trigger email notifications to the Person Responsible based on tolerance limit settings. To streamline communication and align with SAP Fiori-based notifications, there is requirement of an enhancement that:

• Suppress or bypass standard email notifications
• Routes budget overrun alerts to the SAP My Inbox application
• Leverages existing budget control events without altering core Availability Control (AVAC) logic

Message No. BP603 – “Item & budget exceeded” is triggered in when a transaction attempts to post costs or commitments that exceed the available budget for a specific WBS element. Enhancement can be triggered by identifying the budget threshold exceed event to trigger a launchpad notification. 

Scenarios that can trigger error BP603-

• Purchase Requisition creation exceeds budget
• Invoice posting exceeds budget
• Plant stock goods issue exceeds budget
• PO goods receipt exceeds budget
• Timesheet posting exceeds budget
• Work Order settlement posting exceeds budget
• Manual journal entry exceeds budget

Proposed Technology to Use

Data Source Considerations

Data Validation Considerations

Custom Tables

Master Data

Configuration Table

Selection Screen Enhancement

Processing Logic

Volumetrics

Performance Considerations

N/A

Error Handling

Testing

How to Test

To validate this enhancement, a project will be initialized in Released status, comprising several level-3 WBS elements, each account-assigned and allocated a budget of 1 Euro. Person Responsible must be assigned on each level 3 WBS elements, ensure that the Person Responsible is assigned an SAP Office user ID via transaction code OPS6, ideally using the tester’s own user ID. Availability Control will be activated to monitor budget consumption and trigger system responses accordingly. 

Proceed with the following test conditions, ensuring that each WBS element is used for a distinct type of posting.

Test Conditions and Expected Results

Test Considerations/Dependencies

For testing purposes, define few Person Responsible entries by assigning the tester’s own SAP user ID in the SAP Office User ID field using transaction code OPS6. This ensures that system-generated notifications for budget overrun are correctly routed to the tester during execution and validation.

Other Information

Development Details

Package

Enhancement Implementation

Other Development Objects

Appendix

Custom Authorization Group Naming Convention

This table is based on the Syensqo development standards document. It provides the naming conventions for authorization groups to associated with custom reports and tables to comply with security requirements.

See also

Change log